Time Sheet Entry Help Screen

After reaching the time sheet login screen you will need to enter network user name and password.  Press enter or select the login button. 

 

The next screen you see will allow you to select the department you wish to enter time for.  If the department you will be entering time for does not appear you will need to call the Payroll Office (1060) to check if you are authorized.  Payroll can then make any necessary changes.  Select the department number you wish to enter.

 

Be sure to check the information at the top of the screen.  Verify correct department, payroll ending date, and when it is due to be sent to payroll.  Read any messages in the message box.  If there seems to be any errors notify payroll.

 

The time sheet consists of an alphabetized list of regular employees, with options to enter regular, vacation, sick, overtime, extra straight time and a column for other.  The other column contains any other types of time off available.  These include DEL-delete (if time entered in other is in error) FS-Family Sick, FM-Family Medical, H-Holiday, F-Funeral, SN-Snow Leave, B-Business, L-Leave Without Pay, J-Jury, and M-Military.  This regular employee list will be followed immediately by an alphabetized list of student employees, allowing entry of only regular hours and overtime hours.  On the far left you will notice a status column.  This column has a pop down menu which includes three codes. A-Active, I-Inactive, and T-Terminate.  You will not be allowed to terminate an employee who has hours.  You will need to wait until they have no hours worked to terminate.

  

Student employees clocking in on the web will show their time immediately on the Time Sheet summary page.  Their names will be highlighted in blue unless they are any errors (Failure to clock out etc.).    In this case their name will be in red.  To view their recorded time click on their name and it will take you directly to the students recorded time.  If there are days the student had to make manual adjustments you can click on the comments to view full comments.   If you need to adjust students time for any reason, forgetting to clock out for example, the student will be alerted to this fact the next time they login.   When you exit to return to time summary page wait for the page to reload before making any changes.  It will take just a few seconds.  If time entered this way is all correct nothing else needs be done. 

 

After gathering time cards (all procedures for timecards remain the same) and verifying the time entered by each employee, the designated person who will be entering time on the time sheet can begin.  For regular employees enter regular hours worked in regular column, vacation hours in vacation column, etc...  (When entering hours in vacation or sick, it will be checked against what the employee has earned, and will only allow up to that amount).  If only keying regular hours you can use arrow key to go down to the next employees regular hours, instead of using the tab key to go through each field.  To enter other hours select the OTH button (located at the right under hour column) and the drop down menu will appear in the other Column.  Click on the arrow and available leave codes will appear.  Choose correct code and enter hours.  For students regular hours and overtime are the only options.  Enter all time from time cards.  Rate of pay needs to be entered only when an employee needs to be added.

 

If an employee is not listed on the time sheet, they must be added.  At the bottom of the time sheet select the option Add Employee.  A new row will be created, select the field where the social security number needs to be entered and enter number.  Next use the tab key or select another field with the mouse.  A message will appear if the employee has not been set up with an employee record, or is inactive.   Payroll or Personnel/Student Employment  should be contacted to correct the problem.  If they have an active employee record the full name will appear and you will then be allowed to enter hours and pay rate for this employee.  A delete key also appears if you decide the added employee should be removed. 

 

Be sure to select the Update (Save) Work File button to save what you have entered if you need to leave the time sheet.

You will be given a total of each column at the bottom of the time sheet.  You should verify these totals with the hours from the time cards.  (You must leave a field after each entry of hours for totals to be updated.)    If changes need to be made, you can use the mouse to select the field which needs to be changed.   If totals match you may send to payroll.  Once this is sent, if any changes need to be made you must contact payroll.